FAQs

Return to Workplace

When will we return to work?

As we wait for Suffolk County to reach the New York State reopening benchmarks, we
are assessing possible plans for the safe return to our campuses for those who have
been working off-site. In developing a course of action, the health and safety of
all our colleagues continue to be our highest priority. With that in mind, we will
take the following steps:

A careful prioritization of the positions that may first return to the workplace,
including those staff, faculty, and students directly supporting the research effort
and the allied health programs

A phased, incremental approach for returning employees, allowing for continued telework
and staggered schedules, when appropriate, to maintain reduced density on campus

A willingness, when circumstances change, to modify protocols as necessary

We will also deploy the following on-site practices:

The implementation of proper social distancing measures in workspaces

Regular cleaning and decontamination of facilities and workstations

A ready supply of hand sanitizer and cleaning/disinfectant products in appropriate
locations

The requirement to wear face coverings (which will be provided) when adequate social
distancing is not possible

Effective tools to conduct daily monitoring of employees’ temperatures and other relevant
symptoms.

For those currently working from an alternate location, return to campus dates will
be contingent upon a number of factors including but not limited to permission at
the State or Regional level to return employees to the workplace, operational needs
of the University and the physical layout of various office settings. Whenever the
“start date” to return employees working remotely to the workplace, we will employ
a gradual or incremental/phased return to campus based upon operational need, remaining
cognizant of our guiding principle to ensure employee wellbeing.

How will departments determine who will be able to return to work?

Managers will consider a number of variables when determining how best to begin returning
employees to their campus work locations. These variables include: what, if any, core
duties have been paused due to the remote work arrangements; what, if any, duties
are most efficiently and effectively performed on campus; and, the number of employees
who can be onsite at any one time while ensuring appropriate social distancing.

Can I continue to work from home if I have underlying conditions that make me vulnerable
to Coronavirus?

Requests to work remotely beyond the return to work date, which include medical documentation
of any underlying high-risk health issues, will be evaluated on a case-by- case basis
by Human Resources.

What dining options will be available to workers returning to campus?

Retail Dining options on West Campus will be available and posted on the FSA website.
In addition, Marketplace Cafe, Starbucks and Panera Bread are open to members of the
Stony Brook community at the Hospital.

What if I need childcare in order to return to the office?

Your manager and HR will work collaboratively with you to seek possible solutions.
These may include contacting Childcare help lines, schedule changes where operationally
feasible, reduced work schedules or extended remote work. These situations will be
evaluated on a case-by-case basis to best meet the needs of both the University and
the employee.

What are the phases of reopening the campus (or returning to the workplace)?

At present, the plan is to begin reopening the campus in several phases, allowing
for a gradual increase in the number of persons on campus. Those employees whose work
duties and responsibilities can be performed effectively regardless of location will
be among the last to return to campus. Upon returning to the workplace, they will
be required to wear the appropriate PPE and practice appropriate social distancing
(at least six feet apart).

What were the factors that informed the University’s approach to returning faculty
and staff to their workplaces?

The phased-in approach is in compliance with NYS guidelines to: ensure the University
is complying with the recommended social distancing and limited gathering guidance;
give departments and employees the opportunity to transition from remote work arrangements;
and, assess if there is any increased number of Coronavirus infections on the campus
and in the area.

What must each campus or college do to prepare for employees to work on campus or
at another University location?

Each department is required to complete a Return-to-Workplace Plan identifying: the
proposed number of employees on-site and any telework or remote work plans; the plans
and controls addressing social distancing requirements; plans addressing basic infection
prevention measures, such as cleaning and disinfectant procedures; plans addressing
face coverings; and the manner in which these protocols will be communicated to employees.

I am a caregiver of someone who has COVID-19, or I have COVID-19 symptoms myself.
Do I return to my campus or workplace?

Employees of the West Campus, HSC and RSOM should call the Health hotline at 2-5000
and be prepared to provide medical documentation in order to support the request.

What will happen if New York State or my community experiences another spike in COVID-19
cases?

The University will follow all local and State DOH guidance.

Social Distancing

How will the University ensure that employees are maintaining social distancing and
using face coverings?

Preventing the spread of the virus is everyone’s responsibility. Departments will
be required to submit Return-to-Workplace Plans and must ensure that staff and others
comply with these requirements. Individuals who fail to comply may be referred to
Labor Relations or Student Affairs.

How long will social distancing measures last?

It is unknown how long these measures will last. The University will continue to follow
the CDC’s and the Department of Health’s guidance.

Will in-person meetings be allowed?

In-person meetings are permissible when held in small groups with participants practicing
social distancing (at least six feet apart). Faculty and staff are encouraged to continue
holding lower priority meetings online where practicable.

Will other spaces in my work area be closed, such as breakrooms, kitchen or other
facilities?

Some of these communal areas may be limited or closed temporarily.

Testing & Screening

Will the University provide Coronavirus tests for employees?

At this time, the provision of tests are being evaluated, based on relevant CDC and
NYS Department of Health (DOH) guidance, together with the availability of tests.
Testing is available at the NYS Drive Through Testing Site located at Stony Brook
University, South P-Lot for those essential staff who require testing. Employees may
also choose to seek testing through their private health care provider.

If I recovered from COVID-19, am I still required to get tested and use protective
equipment?

Employees who have recovered from COVID-19 are not required to get tested for the
virus. Due to the limited supply of tests, only those who are symptomatic should be
tested. However, those who have recovered from the virus, as well as those who may
have tested positive for having the COVID antibody, must still wear protective equipment,
such as facial coverings, and must screen daily to check that they are free of COVID-19
symptoms prior to arriving to work … since it is still unknown whether those who have
had the virus are immune from a recurrence (and, therefore, from potentially spreading
the virus). The presence or absence of the COVID antibody makes no difference in best
practices to prevent the spread of the Coronavirus.

Will I be asked to check my temperature at the office or at home before returning
to my worksite?

Employees will be required to conduct a brief health care screening before coming
to campus. This daily screening will involve a temperature check and review for COVID
related symptoms. For an employee who returns or remains on campus after 12 hours
this screening must be repeated.

Safety Issues

Will the University provide face coverings and gloves to employees returning to the
workplace? If so, how do I get these supplies?

The University is committed to the health and safety of the campus community. As such,
cloth face coverings and other appropriate personal protective equipment (PPE) will
be provided to employees. Alternatively, employees may bring and wear their own appropriate
PPE.

My job entails contact with the public and/or other employees. Will the University
install protective barriers at my workstation?

Engineering controls, such as the use of protective barriers, may be used in situations
where face-to-face or close interactions must take place between people, and they
cannot be eliminated through other administrative controls.

I share an office with another person. Can one of us be moved so we are further apart?

At minimum, we will ensure that employees are in workstations at least six feet apart
from other occupied workstations.

What if I notice unsafe working conditions?

Safety concerns should first be reported to and discussed with your supervisor. Environmental
Health & Safety can be contacted at 631-632-6410 or
ehsafety@stonybrook.edu if assistance is needed to evaluate hazards in the workplace. Any condition that
poses an imminent and serious risk to the health or safety of an individual should
be reported to University Police so that immediate action can be taken.

Cleaning Protocols

What has been done to ensure the buildings are not contaminated?

Regular cleaning, as prescribed by building occupancies, continues in all buildings.
Priorities have been adjusted to provide cleaning and disinfecting for high-touch
surfaces. A more detailed description and guidelines for cleaning may be accessed
on the University Facilities and Services website and in the
Facilities & Environmental Protocols FAQs.

How does Stony Brook clean and disinfect?

Stony Brook disinfects high-touch surfaces in high-traffic areas at least once each
day in both Academic and Residential Buildings, while using the proper personal protective
equipment (PPE) to ensure everyone’s safety.

What is the cleaning protocol in areas where someone with COVID19 has been?

In areas where someone suspected of having (or confirmed to have) COVID-19 has been,
Stony Brook follows prescribed guidelines from the NYSDOH and CDC for cleaning and
disinfecting areas. Disinfecting these areas (i.e. deep cleaning) includes safely
providing a full saturation of disinfectant to all surfaces including walls, ceilings,
fixtures, floors, under cabinets, behind machines, tops of cabinets, etc. In many
larger areas, electrostatic sprayers and UV foggers with disinfecting agents are also
used.

How long do you have to wait until you can safely go into an area where someone with
COVID19 has been?

For disinfection of areas where someone suspected of having (or confirmed to have)
COVID-19 has been, cleaning staff will wait 24 hours after the person has left the
area before entering to clean and disinfect. If 24 hours is not feasible, cleaning
staff will wait as long as possible. In these cases, cleaning staff wear face masks,
disposable gloves, gowns and goggles for all tasks in the cleaning process, including
handling trash.

After cleaning and disinfecting, the area can be safely occupied. If it has been more than 7 days since the person with suspected/confirmed COVID-19
was present, neither additional cleaning nor disinfection is necessary. In these
cases, cleaning staff will follow normal procedures for regular cleaning including
disinfection of high-traffic, high-touch areas.

Will the University provide cleaning supplies for employee work areas? If so, how
do I get these supplies?

Each department is being advised to purchase wipes and disinfectants for office spaces
and lounges, pantries and areas not normally cleaned by building custodial staff.
Regular cleaning, as prescribed by building occupancies, continues in all buildings.
Trash removal will be done on the regular schedule. A more detailed description and
guidelines for cleaning may be accessed on the University Facilities and Services
website and in the
Facilities & Environmental Protocols FAQs .